How to Create a Custom Microsoft Lists or SharePoint List Template
Question details
The user wants to save and reuse a customized Microsoft Lists or SharePoint list as a template for new employee onboarding.
- Product
- Microsoft Lists, SharePoint Online
- Device & OS
- not provided
- Scenario
- Creating a reusable template from an existing onboarding checklist to streamline future employee inductions.
- Observed behavior
- Users face challenges creating templates because the official method requires PowerShell and administrator permissions, limiting access for Mac users and non-admins.
Check your permissions before starting. If you lack SharePoint Administrator rights or are using a Mac, you will need to use the Excel export workaround rather than the PowerShell method.
Create a New List from an Exported Excel File
Use this workaround to duplicate a list without needing PowerShell, scripting knowledge, or administrator rights. This method works perfectly on Macs and standard web browsers.
Since the official template creation method requires administrative PowerShell access, exporting your current list to Excel and importing it back as a new list is the most reliable workaround for standard users.
Open your existing Microsoft List or SharePoint list in your web browser. Click on the 'Export' option in the top command bar and select 'Export to Excel'.
Save the downloaded file to your computer and open it to ensure your list data is properly formatted as a table in Excel.
Navigate back to Microsoft Lists or your SharePoint site homepage, click 'New list', and select the 'From Excel' option.
Upload your saved Excel file. Verify that the column types are mapped correctly to match your data, then click 'Create' to generate the new list.
Create a List Template using SharePoint Online Management Shell
Use this official Microsoft method if you have Windows, SharePoint Administrator privileges, and are comfortable using PowerShell scripts.
Manage Checklist Templates Easily with WPS Office
Struggling with complex SharePoint scripts and permissions? WPS Office provides a free, lightweight, and powerful alternative for managing onboarding checklists. You can easily build, format, and reuse Excel-compatible spreadsheet templates without needing administrative rights or PowerShell.
- 1. Download WPS Office: Visit the official WPS website to download and install the free suite on your Mac or Windows PC.
- 2. Open Your Exported Data: Launch WPS Spreadsheet and open the checklist you exported from Microsoft Lists or SharePoint.
- 3. Save as a Template: Format your checklist to your liking, then go to 'Menu' > 'Save As' and choose a template format to reuse for all future onboarding tasks.
Frequently Asked Questions
Can I create a SharePoint list template on a Mac?
You cannot use the official SharePoint Online Management Shell method on a Mac, as the required PowerShell modules are designed for Windows. Instead, Mac users should rely on the Excel export workaround via a web browser.
Why did my list lose its structure when exported to Excel?
Exporting a Microsoft List to Excel only captures the raw text and standard column data. Complex elements like specialized formatting, lookup columns, and custom list views cannot be transferred via a standard Excel file.
Do I need administrator rights to create a custom SharePoint list template?
Yes, to officially add a custom template to your organization's Microsoft Lists or SharePoint template gallery, you must have SharePoint Administrator privileges to run the necessary PowerShell scripts.
